Role Summary
The Administrative Officer provides comprehensive administrative and clerical support to the operations, engineering, and project teams. This role ensures smooth day-to-day o1ice activities, maintains accurate records, assists with document preparation, and supports coordination between departments to enable e1icient project execution.
Key Responsibilities
Office Administration & Document Control
- Organize and maintain project and office files (contracts, purchase orders, reports).
- Prepare and format documents, letters, and meeting minutes.
- Ensure all records are properly archived and easily retrievable.
Procurement & Finance Support
- Create purchase requests and coordinate with Procurement for ordering materials and supplies.
- Collect and submit invoices, receipts, and payment requests to the Finance team.
- Monitor petty cash usage and prepare expense reports.
Scheduling & Coordination
- Arrange internal and external meetings, including room bookings and preparation of materials.
- Assist in coordinating travel and accommodation for PM and engineering teams.
- Follow up on project documentation with suppliers, subcontractors, and clients as required.
Communication
- Answer and direct incoming phone calls and emails.
- Serve as the point of contact for general administrative inquiries.
Qualifications
- Bachelor’s degree in Business Administration, Management, or related field.
- Minimum 2–3 years of experience in administrative roles (experience in construction, engineering, or installation companies is an advantage).
- Proficient in MS O1ice (Excel, Word, Outlook).
- Strong organizational skills and attention to detail.
- Good written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
Preferred Attributes
- Experience handling basic procurement or finance administration.
- Familiarity with document control practices.
- Positive attitude and willingness to support diverse tasks.
